Frequently Asked Questions

Am I allowed to have outside food at my general body meeting or executive board meeting?

Small internal meetings on the Hilltop Campus that are closed to the public (i.e. not an event, not advertised publicly, with less than 20 people attending) can include home baked goods or snacks purchased from a grocery store—such as candy, chips, crackers, beverages, and ice cream—up to a $100 value, whether purchased or donated. At no time can you bring any other food/beverage from a restaurant or other food provider. Potlucks or bringing other home-cooked food (other than baked goods) are also not allowed. For more information on this new exception for student organizations, please visit the EMGS Student Organization FAQ.

Do I have to get my food/beverage for my organization’s event catered through Bon Appetit if on the Hilltop Campus?

Yes, you do. The university has an exclusive contract with Bon Appetit Catering to be the sole caterer on campus. Student organizations receive a 25% catering discount for their events. If there are extenuating circumstances that require an alternative to Bon Appetit Catering — such as religious or cultural reasons — please contact EMGS for approval and exceptions. For more information on this new exception for student organizations, please visit the EMGS Student Organization FAQ.

How can I set up fundraising for my student organization?

Please reserve your location through EMS with an event title that indicates the student organization and the nature of your fundraiser (i.e. "NSA Boba Fundraiser"). Submit the Fundraising Proposal Form at least one (1) academic week prior to the fundraiser event. Fundraisers held on campus and/or involving the sale of food items are subject to additional review and approval by Events Management & Guest Services. Fundraisers that sell a non-food good or item may be subject to sales tax. 

Please also review the General Provisions for Fundraising and Student Organization Meeting and Events Guidelines before submitting a proposal.

Am I allowed to fundraise using outside food?

Generally, the only permitted items you can sell are home baked goods, homemade beverages, and/or ice cream (floats, sundaes, etc.).  However, exceptions for the sale of boba drinks or Krispy Kreme donuts will typically be approved. For more information on this new exception for student organizations, please visit the EMGS Student Organization FAQ.

Why do fundraisers typically get denied?

Typically, fundraisers are denied because there is a lack of information on the fundraising form, another fundraiser is already happening on that day or at that time, the item is not approved for sale at the University of San Francisco, or the method of fundraising has not been approved. The response from the fundraising proposal will always state the reasoning for why a fundraiser was denied.

How can I receive SLE funding for an organization event?

SLE does not award funding for student organizations. ASUSF Senate and Graduate Student Senate do though so make sure to check out the ASUSF Funding website and GSS Funding website.

How can I obtain funding for my organization’s events and activities?

ASUSF Senate provides funding to undergraduate student organizations events and conferences. Both funding opportunities require application. More information can be found on the ASUSF Funding website.

Graduate Student Senate (GSS) provides funding to graduate student organizations events and internal development. Both funding opportunities require application. More information can be found on the GSS Funding website.

When do I need to submit an e-board roster change?

Executive Board changes must be submitted within 48 hours after changes are made. You may email us an updated Executive Board Contact List at sle@usfca.edu.

Do I have to update the constitution if there is an executive board roster update/change?

Please refer to your constitution to make sure that positions align with elected officers. If a position is not currently included, please amend your constitution as soon as possible and resubmit for approval.
 

How far in advance do I need to submit required forms?

Fundraising Proposal Forms - one (1) academic week prior to the fundraiser event
Off-Campus Event Notification Form - two (2) academic weeks before the event
Speaker/Entertainment Agreement Form - two (2) academic weeks before the event
Travel Notification Form - five (5) academic weeks before the anticipated travel date.

How long does it take for forms to be processed by SLE?

Typically, a majority of our forms take two full academic weeks to be processed. Each form is different though so please check each form for their exact requirements.

What is the process for posting posters on the Hilltop Campus?

You may visit us on UC 4 at the SLE office (UC 401) to hand off your eligible posters for posting. Poster requirements can be found here. 
Posters that do not meet SLE requirements can be posted on the free bulletin boards on UC 1 (across from the bookstore) and in the Kalmanovitz stairwells.

Can SLE print my student organization’s posters for posting?

No, SLE cannot print posters for student organizations. It is the responsibility of each organization to print their own posters for posting. However, if you want to order posters through Copy Mill and are okay making a payment through your student organization financial account, please reach out to the SLE Accounting Team at sleaccounting@usfca.edu.
 

What kinds of events will be accepted for publishing in The Phoenix and Green & Gold Connect Newsletters?

Due to the high volume of listings we receive each week, we currently accept submissions only for events that are open to all undergraduate or graduate students, announcements regarding the opening or closing of applications or deadlines for student leadership opportunities, and information sessions for programs that are open to all undergraduate and/or graduate students.

How can I reserve rooms for student organization events at the Hilltop and Downtown Campuses?

Select executive board members per each student organization have access to the University's centralized room scheduling system, EMS. Rooms for student organization usage can be booked here. 
If individual study space or private/small space is needed, you can also book space in Gleeson Library. The Library has 29 rooms available to reserve for group study and discussion. Reserve space here. 

Who can have EMS access to reserve rooms at the Hilltop and Downtown Campuses?

The President, Vice President, Marketing and Finance positions are eligible to have EMS access once they complete the assigned Canvas modules. 

What if my organization wants to switch out those who have EMS access?

Organizations can switch out those in their organization with EMS access by emailing SLE at sle@usfca.edu. The President, Vice President, Marketing and Finance positions will still be required to complete the modules. Those who would like EMS access will also need to complete the Canvas modules. 

How can my organization host a movie event or screen official athletic games?

Any viewing outside of a private residence is considered a public screening and is subject to copyright laws, including an event being promoted by your organization whether held in a lounge, classroom, or event space on campus. Explicit permission must be provided by the licensed distributor of the film to host a movie event or official network to screen an official athletic game. In most cases, this entails paying a fee. It doesn’t matter if you own a copy of the film, have a cable or Netflix subscription, or rent it online as the method for obtaining the film is different from the licensing agreement.